What’s the Difference Between an Invoice and a Quote Template?

A quote and an invoice are almost the same, save for a few slight changes. For instance, some labeling is changed from “quote” to “invoice”, as the case may be. In some instances, a discount line is added. Most companies use the same quote template for their invoices, so as to keep things consistent.

quote template with solid blue side bar style

When changing from a quote to an invoice, the ‘notes’ area is changed to ‘terms’, with a line where the customer can sign to accept the quoted price. However, signature lines can be removed, and it’s easy for companies to add unique terms and conditions.

Printing and Sending Price Quotes

Most price quote-related interactions happen via email, where a customer receives a PDF version of the quote. It’s important that you don’t send customers the Excel/Sheets file used to create the quote. The editable quote template is your to use, then make a PDF output and only send that. 

If you use our estimate generator you can easily save your quotes as PDF. If you prefer to use the quote templates provided here, both Google Sheets and newer versions of Excel allow you to ‘export’ or ‘download as’ a PDF.

Our online templates make it easy for small businesses to send invoices and quotes. You’ll find easy-to-use templates that will give even the smallest company a polished, professional look.

It’s always best to send out estimates as soon as possible. A customer that’s asking for prices may be inquiring from different suppliers at the same time. If you give your quote ASAP then you won’t miss your window and you’ll show that you know what you’re doing.

Use our mobile app to help you send estimates on the go. You’ll be able to save frequently used items to save time. The mobile app and the generator automatically sync with each other. That way you’ll have all your quotes available on your desktop once you get to the office.

Difference between a quote and an estimate

You’ve most likely heard of both a quote and an estimate. But what’s the difference between the two? And which should you use — a quote or an estimate? 

There’s only a slight difference between quotes and estimates: 

  • A quote means the cost is agreed upon and work can begin. 
  • An estimate is a preliminary document that outlines the work and approximate cost. 

Prices given in quotes are binding, whereas prices in estimates are not. Which you use — quote or estimate — depends on your industry and the type of work you do. A photographer may provide a quote on a wedding shoot while a contractor may provide an estimate on bathroom remodel. 

Because quotes are more binding, they can easily be transformed into a final invoice.

Other File Formats

If you’re looking for formats other than Excel or Google sheets, check out our main estimate template page. We’ve Word and Google Doc versions there too. We also offer templates for some of the documents you’ll need further down the line like invoice templates and receipt templates.